Email Cover Letter Example (With Steps and Helpful Tips)
Updated 1 December 2023
Employers sometimes request a cover letter with your job application when they want to know more about you. Using an email as a cover letter is a simple process that allows the hiring party to assess your most notable accomplishments quickly, which can help encourage them to give your resume further consideration. Learning how to craft an engaging email cover letter can increase your chances of getting a job offer. In this article, we discuss what an email cover letter is, explore how to send one and review an email cover letter example to help you get started.
What is an email cover letter?
An email cover letter is a one-page document submitted via email, stating your work history, educational background, skills and the values you could bring to the organisation you're applying to. Usually, it's sent to a recruiter along with your CV. Writing a cover letter helps you further express why you're the best person for the job.
How to send an email cover letter
Follow these steps to guide you on how to send an email cover letter:
1. Comply with the employer's request
There are two basic methods for sending an email cover letter. You can send it as a separate attachment to the email or you can simply type it in the email body. Verify the employer's job application requirements before sending it. Whether a company requests you send a cover letter as an attachment or in the body, doing so correctly demonstrates that you know how to follow instructions, which can improve your standing with them.
2. Make sure your email address is professional
The email address that you send the cover letter from can affect how the employer views you. Use a professional email address soften includes your full name. If your name is unavailable, you may test out a few configurations, such as your first or last initial, so you can keep most of your name while maintaining the professionalism that an employer expects.
3. Add an informative subject line
Try to make the subject line concise, informative and professional. This can help to increase your chances of an employer opening the email because it succinctly shows what the email is about and why it's relevant to their company and job field. Sometimes a hiring manager has several open positions to fill, so being able to immediately identify the purpose of the email can save them a great deal of time.
Here are some examples of how you might format the subject line:
Cover Letter – [Job title] – [Your name]
Cover Letter: [Your name] for [Job title]
[Your name] Cover Letter: [Job Title]
4. Send your cover letter with the stated channel
Attach your cover letter to the email only if the job posting specifically requests it. This is important because some companies automatically block emails with attachments to prevent computer viruses. Following the directives given suggests you might be attentive to details if given the job, and it can help increase the chances that your recipient receives your email correctly.
5. Save your file correctly
Save your file as a .doc or .pdf to preserve the original appearance of your cover letter. Change the filename to include your full name. Also, add the words cover letter somewhere in the subject so your recipient knows what's included. For instance, you can use something similar to Alice-Smith-Cover-Letter.doc to make it easier for the hiring manager to view your cover letter once they've downloaded it from the email.
6. Attach your cover letter properly
To attach your cover letter, create a new email message in your email programme and choose the attachment icon. Browse through the files on your computer to find your cover letter and click to attach it to the email. Ensure you have successfully uploaded the document before emailing it to the employer.
7. Include a brief email message
Write a simple message in the email's body to let the hiring manager know you've attached your cover letter. This is much better than leaving the email message blank, so whoever opens it can easily identify the content. Your brief email message might look like this:
Dear Ms Garcia,
Please see my attached resume and cover letter for the [Job Title] position.
Let me know if you would like any more information.
Thank you for your consideration.
8. Send your cover letter in the email body
If the hiring party specifically asks for you to send your cover letter in the email body or if they don't mention it at all, then it's acceptable to move your cover letter into this space. This can be beneficial for the employer since it allows them to review your cover letter instantly without having to open or download any additional attachments. Also, ensure that your email is in the default font style of the email program to make it easier to read.
9. Include an email signature
For any professional or business-related email, make certain that you include your signature at the end of the email. This is a common courtesy of respect towards the recipient, while also making it easier for the employer to contact you directly. This can include your full name and phone number.
Here's an example of what a signature might look like:
Christine Johnson firstname.lastname@example.org
+44 000 000 0000
Tips for writing an email cover letter
When reviewing your email cover letter, consider the following tips:
Review your language
Ensure you used formal language, especially if you're sending the letter to a corporate organisation. Some recruiters want candidates to be formal. Try to use professional, concise words without slang or abbreviations.
Check the length
Check the length to ensure the content of your cover letter fits on one page. This is the required standard. Review your writing to make sure it's concise and try to capture only the most relevant details.
Consider sending yourself a test email
To ensure that you have properly formatted the email, you can send a test message to yourself before you send it to the employer. If it's in attachment form, download it and check that it shows up properly. Check for grammar, formatting and spelling errors as well.
Email cover letter template
Here is a template you can reference when writing your own email cover letter:
Subject: Cover Letter: [Your name] for [Job title]
Dear [Hiring manager's name],
[One paragraph introducing yourself and your purpose for writing].
[One to two paragraphs describing your most relevant qualifications].
[Closing paragraph summarising why you're right for the role].
Thank you for your consideration. I'm excited to learn more about this opportunity from you.
Email cover letter example
Here is an email cover letter example you may reference when writing your own:
Subject: John Daniel Communication Officer Cover Letter
Dear Hiring Manager,
I am writing regarding the newly advertised communication officer position in your reputable organisation, Better Way Systems. Having an academic background in mass communication and two years of work experience in communication helped me show my competence in public speaking and business writing in my previous role as a communication intern with Better Way Systems company. In this role, I helped the organisation improve its public perception by creating an emotional connection with the target audience through storytelling and other forms of content marketing.
In my previous role, a communication professional who taught me the principles of business negotiation, which helped me get a high-profile business deal for the team, supervised me. Hence, I am confident that I would be a valuable asset to your team as I could contribute my negotiation skills to help you meet your goals.
Throughout my career, I have exhibited the right level of service and commitment to the mission of any organisation I have worked for. For instance, they recognised me as the most hardworking intern during my time at Criterion Company. My ability to solve problems by creating business solutions is topnotch and I am open to learning new things while working with other like-minded professionals in your team. Thus, if you are looking for a well-grounded, diligent and success-driven communication officer who will work effectively in a prestigious organisation like Better Way Systems, you have found me.
I am grateful for the opportunity to apply for this job. Please find my contact address in this letter. I look forward to hearing from you.
+44 111 111 1111
Disclaimer: The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
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